Travel Agency and Event Organisation Services for EFCA and EU-OSHA

Reference number: EFCA/2018/OP/02

Information about a framework agreement or a dynamic purchasing system:

The procurement involves the establishment of a framework agreement
Framework agreement with a single operator

Contract No: EFCA/FRA/2018/03

Description: The general objective of this contract under the lead of European Fisheries Control Agency (EFCA) with 1 service provider is to provisde travel agency and event organisation services for the staff and for any other persons who travel on behalf or per request of the agencies EFCA and EU-OSHA. The following agency has joined this procurement and would use the resulting framework contract for travel agency services: European Agency for Safety and Health at Work (EU-OSHA). The event organization services will only be used by EFCA.

The travel and accommodation services are to be provided to EFCA and EU-OSHA staff members as well as for invited experts and participants to meetings. The travel services shall comprise (non exhaustive definition): the provision of transport tickets, arranging accommodation, car rental, assistance in obtaining visas. Non- binding estimation is that travel can make up to 70 % of the volume. EFCA needs to organise events addressed to its target audiences in the scope of its mission. The duration of the events may vary between one day and a few days and the size of the events may vary between 20 and 150 participants. The events are more likely to take place in Vigo (EFCA’s headquarter location), but may also take place in other areas of Spain or in any Member State of the European Union or beyond. The event services shall comprise (non exhaustive definition): booking of meeting rooms, assistance and presence of an event coordinator, organising catering, interpretation, audiovisual/technical support and conference equipment for the events, registration of participants, travel and local transport of the participants, secretarial tasks and providing onsite assistance. Other services can also be requested linked to an event like printed material. Non-binding estimation is that events organization can make up to 30 % of the volume.

Duration of the contract: 48 months
This contract is subject to renewal: yes
Description of renewals: Subject to budgetary availability, satisfactory performance of the initial contract and continued requirement by EFCA, the contract may be renewed 2 times for a period of 1 year.